Ten Ways to Maximize Use of Office Workspaces

Summer 2013

All workspaces must be productive and efficient to maximize a company’s return on investment (ROI). In a recent webinar, Austin-based Asure Software, which offers scheduling and workplace management software, offered 10 strategies to get the most out of company office space. They are:

Ask questions about space use, including:

  • Which spaces do employees enjoy using most and why?
  • Why does one conference room get booked, while others go unused?
  • When a conference room is booked, does it really get used?
  • Is there a best way to put an end to “no shows” who reserve space?
  • How can an existing workspace be put to better use?

Understand desk use. Install a sensor at each desk. Once data is collected, actual use rates can be determined.

Measure the true value of meeting space/shared workspace. Most conference rooms are not used efficiently. Are people gathering in the 30-seat conference room for a meeting of five people, while the little room goes unused? If you know how space is being used, it can be configured more effectively.

Skeptically analyze space use. Meeting space may be reserved, but is it being used? Monitor both to determine the efficient use of space and take action to discourage “squatters.”

“Hibernate” under-used space. Turn off the heat and air conditioning when space is not being used regularly.

Provide use trends to analyze “after data” on space use. Collect and analyze it to figure out the best course of action.

To accommodate a growing staff, consider a variety of new configurations for existing space before leasing additional square footage.

Integrate workspace applications with the IT group. Work with the IT department to maximize effectiveness of space analysis.

Consider your mobile workforce. Space that sits empty wastes money. If your workforce is increasingly mobile and able to work virtually, reconfigure the traditional office.

Communicate with employees. When beginning a program to use space more efficiently, employee buy-in is critical.

For more information: